BSBPMG522 Assignment1: Assignment, v2, June 2017 Page 1 of 23 © Apex Institute of Education BSB51915 Diploma of Leadership and Management BSBPMG522 Undertake project work ASSESSMENT 1: Assignment Student’s Name Student No Student Declaration I declare that the work submitted is my own. It has not been copied or plagiarised from any other person or source. Student’s Signature Date SubmittedBSBPMG522 Assignment1: Assignment, v2, June 2017 Page 2 of 23 © Apex Institute of Education Assessor Use Only St. Id St. Name BSBPMG522 Undertake project work Assignment Marking Guide Checklist Did the student: Links to Performanc e Criteria Satisfactory Not Satisfactor y Meet with operations manager to: • Receive details of your project team, cost, skills and suggested project deliverables and timeframes • Determine project scope and any additional documents required to determine project deliverables • Determine project stakeholders and how they will be engaged to achieve project objectives. • Identify project manager (you are the project manager) responsibilities and reporting requirements • Discuss how this project is related to other current projects, systems, business operations, strategic aims of business and external legislative requirements • Identify available resources and access to resources • Discuss on appropriate project management tools • Discuss risk management plans (include WHS risks, financial risks and other additional risks) • Discuss budget 1.1,1.2,1.3 ,1.4,1.5,1. 6 Develop project plan 2.1,2.2 Complete risk register and risk assessment forms 2.3 Develop budget 2.4 Meet with the team for discussion and feedback 2.5 Consult the operations manager to finalise and seek approvals 2.6 Meet with the team to clarify responsibilities and project requirements 3.1 Provide support to team member having regard to the specific needs of the member and project timelines and outcomes 3.2 Achieve project deliverables (presentation and leaflet) 3.7 Develop status report for management 3.3,3.4,3.5 Complete change requests and issues log 3.6 Produce budget variance report 4.1 Agree on new or reassignment to previous roles 4.2 Produce handover report 4.3 Conduct post project review meeting with team members to review outcomes 5.1,5.2 Prepare project review report 5.3 Result:  Satisfactory  Not Satisfactory Assessor signature: Date: Feedback to the studentBSBPMG522 Assignment1: Assignment, v2, June 2017 Page 3 of 23 © Apex Institute of Education GENERAL INFORMATION ABOUT ASSESSMENT Please read the following carefully • Assessments are to be completed according to the instructions provided in the assessment document. Your trainer/assessor will go through the instructions with you. • Assignments are to be completed at home, in your own time. • Observations, presentations and role-plays must be completed under the assessor supervision. • If you are not sure about any aspect of an assessment, ask your trainer/assessor to explain the requirements. • All parts of each assessment (tasks and/or questions) must be completed/answered unless the individual assessment instructions tell you something different. • Paper submission – attach the evidence (as single submission) to the front page of this assessment, complete the details on the front page and use it as the Assessment Cover Page. • Online submission – Follow the guidelines outlined the Moodle Guide for Students • Assignment evidence (e.g. reports) must be typed in Arial 12-point type • Make sure you keep a copy of your assessment evidence before you submit. • All assignment work must be your own – your own words. All quotes from reference sources (e.g. books and websites) must be acknowledged and listed at the end of your assessment evidence. You must also ensure that the information you provide in assessment evidence must be relevant and current (recent enough). • Group or Team Work: In some cases, you will be required to work on a task in small groups, and your trainer/assessor will allocate you to a group to work as a team. You may even be allocated a particular role. If you are working as part of a group, you will still be required to submit your assessment evidence individually, and your performance will be assessed on an individual basis. Therefore, you must keep and submit with your assessment a record of the specific contribution you have made to the group task, as well as keep notes of team meetings to include in your final submission. • If you are unable to submit any assessment by the due date, you need to discuss this with your trainer/assessor beforehand and obtain an extension of time. Extensions will normally be granted only in exceptional circumstances (e.g. illness) • If you do not follow the above rules, you may need to be re-assessed and fees apply for reassessments. • Please remind your trainer/assessor of any special needs you may have. Where possible reasonable adjustment to the assessment will be made, provided that does not affect the validity of the assessment. • After you have completed an assessment, your assessor will give you feedback about your performance and tell you whether the result is “satisfactory” or “not satisfactory” • If your performance is not satisfactory, you will be advised about any gaps in your knowledge or skills and given an opportunity to be re-assessed. • If you think the assessment process was flawed, you may appeal against the assessment decision. Refer to Assessment Appeals section of the Complaints and Appeals policy. • After you have completed all the assessments for a unit (or group of units in some cases), you will be awarded C (Competent) if the assessor is satisfied you have provided enough appropriate evidence to meet all criteria. If you are unable to meet this requirement, you will receive the result NYC (Not Yet Competent). • If you are deemed NYC and require re-assessment, you will be informed of the process.BSBPMG522 Assignment1: Assignment, v2, June 2017 Page 4 of 23 © Apex Institute of Education BSBPMG522 ASSESSMENT INFORMATION You need to complete two assessments for this unit of competency. Details are provided below. Assessment Number Assessment Task ASSESSMENT 1: Assignment Your trainer/assessor will give you this during the first classroom session for this unit of competency, together with any other relevant information required to complete the assessment. You are required to submit the assessment in the last week of class for the unit. Your trainer/assessor will tell you the due date during the first classroom session. This assessment is based on a case study of “Max Lionel Realty”, provided in the additional information section of this assessment. ASSESSMENT 2: Written Exam During the last week of classes for this unit, you will be required to do an exam covering the content of the unit. During the first classroom session for the unit, your trainer/assessor will tell you the date of the exam. This is a 2 hour exam open book exam that you will complete in class under your trainer/assessor’s supervision.BSBPMG522 Assignment1: Assignment, v2, June 2017 Page 5 of 23 © Apex Institute of Education Assessment 1 – Assignment This assignment is to be completed in addition to the learning and assessment activities you complete in class. The assignment is designed to assess the knowledge and skills you have to undertake a straightforward project or a section of a larger project. If you are not sure about any aspect of the assessment or would like to discuss your particular needs, please speak to your trainer/assessor. Your trainer/assessor will tell you the date you need to submit your assessment. All parts of the assignment will be given to you at the same time. You need to complete all parts and submit them together by the due date. This will be in the last week of classes for the unit. This assignment is to be completed using the Max Lionel Realty case study. It is included in the “Additional Information” section. The checklist and scope of submission table will identify the records that you are required to prepare and submit (as a single submission). Tasks requiring submission of evidence - If any task(s) of this assessment requires submitting an evidence (e.g. a report, answers to questions), you must type (in Arial 12-point type) and submit it using the approved submission methods (paper/online). Paper submission – attach the evidence (as single submission) to the front page of this assessment document, complete the details on the front page and use it as the Assessment Cover Page. Online submission – Follow the guidelines outlined the Moodle Guide for Students and make sure that you submit all evidence a single file. Make sure you keep a copy of your assignment evidence before you submit to your trainer/assessor. Tasks requiring demonstration - If any task(s) of this assignment requires demonstrating an activity (e.g. role-play, observation, presentation), your trainer/assessor will inform you of the date you need to demonstrate this activity. Your trainer/assessor will use a checklist to record your performance.BSBPMG522 Assignment1: Assignment, v2, June 2017 Page 6 of 23 © Apex Institute of Education PART 1 This part of the project requires you to apply your skills and knowledge to define and projects and develop project plans. You are required to read the case study given in the additional information provided at the end of the assessment document. Case Study: Max Lionel Realty Using the case study information provided, you will determine the scope of the project and develop a portfolio of draft planning documentation to discuss with your operations manager. You will then discuss this project with your team and submit final planning documentation for approval. You trainer will divide you in groups to work as a team. You may even be allocated a particular role. Before you start Task 1, review the case study information under the ‘Additional Information’ and Assessment Part 1 scenario information. Task 1 a) Meet with your operations manager (your assessor will play the role of operations manager throughout this assessment) to: o Receive details of your project team, cost, skills and suggested project deliverables and timeframes o Determine project scope and any additional documents required to determine project deliverables o Determine project stakeholders and how they will be engaged to achieve project objectives. o Identify project manager (you are the project manager) responsibilities and reporting requirements o Discuss how this project is related to other current projects, systems, business operations, strategic aims of business and external legislative requirements o Identify available resources and access to resources o Discuss on appropriate project management tools o Discuss risk management plans (include WHS risks, financial risks and other additional risks) o Discuss budget Record your discussion notes in meeting minutes (refer to Project Meeting – Agenda and Minutes Template template) Using the information from the meeting: o develop scope documents (refer to project brief, project scope, stakeholder analysis, communication plan, roles and responsibilities, project snapshot templates) o complete project plan o Complete risk register (refer to template) with identified risksBSBPMG522 Assignment1: Assignment, v2, June 2017 Page 7 of 23 © Apex Institute of Education o Complete risk assessment form (refer to template) for each risk identified o Complete budget sheet (refer to template) b) Meet with your project team (your assessor will divide the class and allocate you to a team) and: o Discuss their roles and responsibilities o Discuss the project plan, risk management plan and budget and take their views into account Record your meeting minutes (refer to Project Meeting – Agenda and Minutes Template) c) Consult operations manager on your final project plan to obtain feedback and necessary approvals and to commence work on the plan Your assessor will be looking for: • Communication and negotiation skills to work with team members and other stakeholders to maintain project schedules • Literacy skills to read, write and review a range of documentation • Planning and organisation skills to develop project plans • Numeracy skills to analyse data and to compare timelines and implementation costs against budgets • Culturally appropriate communication skills to relate to people from diverse backgrounds and people with diverse abilities • Knowledge of relevant legislation • Knowledge of organisational structure and chains of authority and communication with in the organisation • Knowledge of how the project relates to the organisation’s overall mission, goals, objective and operations. Part 1: Checklist and Scope of Submission Before you hand in Part 1 of your assignment, use the checklist below to make sure you have completed all the tasks and have included all relevant information. I have • Met with the operations manager to discuss project scope and planning documents and submitted o Meeting minutes o Project initiation and scope documents: project brief, project scope, stakeholder analysis, communication plan, roles and responsibilities, project snapshot o A project plan o Risk Management Plan (risk register and risk assessment for each risk identified) o Budget • Participated in project meeting with project team and submitted minutes • Consulted operations manager to gain feedback and necessary approvals and to commence work PART 2BSBPMG522 Assignment1: Assignment, v2, June 2017 Page 8 of 23 © Apex Institute of Education Use the information gathered in Part 1 and the case study given in the Additional Information provided to help you complete the tasks. You will be working with your team to administer and monitor project. You will demonstrate necessary skills and knowledge to administer and monitor project. Using the case study information provided and documentation developed in Part 1, you will work collaboratively with your project team to administer and monitor the project you initiated, planned and discussed in order to achieve the project deliverables. Task 1 a) Meet with team to: o clarify their roles and responsibilities (use the Roles and Responsibilities template provided) and get them to sign the agreement outlining the same o Inform team members of your support needs required for the success of the project and the timelines that need to be met o Discuss monitoring and record keeping systems required by Max Lionel Realty o Discuss risk management approaches Record your meeting discussion (refer to Project Meeting – Agenda and Minutes Template) Any issues or change requests identified through this meeting may need to be logged in the appropriate logs. b) The project implementation is in full swing and all team members are working on the scheduled activities. For the last few days you have observed a team member not performing well. After some questioning you found that the team member is having difficulty working with other project team members due to personality differences. Moreover you identified that this team member was under the impression that his/her involvement is not seen important which is why the team member lost interest. After some fact finding you identified the team member needs bit of encouragement to be part of the team. You as the project manager understands how important team work is in ensuring the project timelines are met and deliverables achieved. You see this as a potential risk which may have consequences in achieving project deliverables. Activating your risk management plans and support mechanisms you decide to support the team member (role-play) to encourage him/her. Your assessor will assist choosing a team member that needs support and observe your performance. You may conduct research on the internet to identify tips for team encouragement. You may use these tips in the support role-play. You may log this issue in the issues register. Note: Ensure you adhere to budgetary constraints and timelines. All resources and time spent on the project will count towards expenditure. c) Discharging your responsibilities as the project manager, achieve the following project deliverablesBSBPMG522 Assignment1: Assignment, v2, June 2017 Page 9 of 23 © Apex Institute of Education • Deliver a presentation to agents (your classmates can be agents) to promote high standards and to inform their legal and ethical obligations • Prepare a leaflet to be given to clients and tenants on MLR’s commitments You should ensure that the following quality assurance standards are reflected in the deliverables • Clearly communicate legal obligations, REINSW code of practice obligations • No grammar or spelling errors • Professional but friendly language • Fair and flexible delivery for intended audience • Meet audience requirements and sensitive to information needs d) As per organisational project management record keeping system requirements, your Operations Manager required regular status reports to record: • Financial management and budget control • Project milestones, for example: o Quality review completion o Outcomes and deliverables Ensure to implement monitoring and record keeping using the template provided. Develop status report at 50% of the timeframe as per the record-keeping requirements e) Undertake risk management as per the project plan. Provide risk management reports which may include change requests (refer to template) and /or issues log (refer to template). Your project manager (your assessor in this case) provided you with the following information on change requests and issues and contingencies • One of the project team member has been requesting for pay rise • One of the team member has not been participating well (refer to Part 2 Task 1 b scenario) and required support and encouragement • During one of the presentations there weren’t enough materials available • One of the tenants during consultation requested information in Thai language as she has trouble reading the English version (please note that you assessor is not expecting that you prepare a Thai version of the leaflet rather assessing your skills on how you mange change requests) Your assessor will be looking for: • Communication and negotiation skills to work with team member and other stakeholder to maintain project deliverables • Literacy skills to read, write and review a range of documentation • Planning and organising skills to monitor and maintain implementation schedules • Numeracy skills to analyse data and compare timelines and implementation • Culturally appropriate communication skills to relate to people from diverse backgrounds and people with diverse abilities • Knowledge of relevant legislation • Knowledge of organisational structureBSBPMG522 Assignment1: Assignment, v2, June 2017 Page 10 of 23 © Apex Institute of Education • Knowledge of how the project relates to organisations overall mission, goals and objectives. Part 2: Checklist and Scope of Submission Before you hand in the Part 2 of your assignment, use the checklist below to make sure you have completed all the tasks and have included all relevant information. I have • Participated in project team meeting and submitted meeting minutes and written record of roles and responsibilities • Provided appropriate support to team member • Developed and submitted necessary project deliverables • Developed and submitted status report as per the record keeping requirements • Developed and submitted risk management reports i.e. change requests and Issues log PART 3 Use the information gathered in Part 1 & 2 and the case study, Max Lionel Realty given in the Additional Information provided to help you complete the tasks. Working with your team you will be finalising and reviewing the project. You will be completing the financial records, allocate or reassign the staff roles (if required), complete project documentation and review project outcomes against project scope and plan. You will be required to produce a report on the project for stakeholders. Task 1 a) Working with your team compare the budgeted spending with the actual and produce a budget variation report (refer to template) b) In consultation with your project team and operations manager (your assessor) assign project team members to either new roles or reassignment them to previous roles and obtain their agreement on their new roles and responsibilities. (use the template provided under initiation and scope to record agreement) c) Produce a handover report (refer to template) for the project sponsor for sign off. (Your assessor in this case) d) Conduct a post project review meeting with your project team and : • Review the project outcomes against objectives, including budgetary performance • Review team processes • Discuss lessons learned from implementation of the project Record the meeting minutes using Post-Project Review Meeting – Agenda and Minutes Template e) Produce a post project review report (refer to template) for stakeholders based on the review and discussions held above with your team members. Include any recommendations for future projects and take account of any organisational requirements such as legislative requirements and strategic plansBSBPMG522 Assignment1: Assignment, v2, June 2017 Page 11 of 23 © Apex Institute of Education Your assessor will be looking for: • Communication and negotiation skills to work with team members and other stakeholders to maintain project schedules • Literacy skills to read, write and review a range of documentation • Planning and organisation skills to develop project plans • Numeracy skills to analyse data and to compare timelines and implementation costs against budgets • Culturally appropriate communication skills to relate to people from diverse backgrounds and people with diverse abilities • Knowledge of relevant legislation • Knowledge of organisational structure and chains of authority and communication with in the organisation • Knowledge of how the project relates to the organisation’s overall mission, goals, objective and operations. Part 3: Checklist and Scope of Submission Before you hand in the Part 3 of your assignment, use the checklist below to make sure you have completed all the tasks and have included all relevant information. I have: • Prepared and submitted budget variation report • Submitted new/reassigned role and responsibilities • Prepared and submitted handover report • Conducted post-project review meeting and submitted minutes • Produced and submitted project review reportBSBPMG522 Assignment1: Assignment, v2, June 2017 Page 12 of 23 © Apex Institute of Education Additional Information: Case study – Max Lionel Realty Max Lionel Realty (MLR) was founded in 2008 by property developer Max Lionel. The company currently employs approximately 100 people, 80 of whom are licensed real estate agents. Through its client agents, the organization manages property sales and rentals (both residential and commercial) on behalf of a range of clients. The organization also separately engages in investment activities, such as property and land development. Max Lionel Realty has been a member of the Real Estate Institute of NSW (REINSW) since 2008 and proudly follows the REINSW Code of Practice. Mission: • To achieve the highest returns for our clients and to deliver a client experience that is second to none in the industry Vision: • To establish, within five years, the MLR brand - the highest ethical standards with best-inband performance for clients. Values: • Integrity • Client-focus • Active encouragement of excellence, innovation and continuous improvement • Teamwork • Recognition of the diversity and expertise of MLR employees and agents. Strategic directions: The strategic context in which Max Lionel Realty will achieve its mission and vision is through: • Engaging with customers and clients • Building goodwill and reputation for integrity • Supporting innovative thinking, management and leadership skills • Creating a high-performance, highly profitable organization Management Responsibilities Max Lionel, CEO Max is responsible for working with the Board of Directors to oversee the business, set overall strategic directions, manage risk, and authorise large financial transactions. Riz Mehra, Chief Financial Officer Riz is responsible for preparing quarterly financial statements and overall budgeting. Riz is also responsible for overseeing budgets for cost centres and individual projects. At the completion of financial quarters and at the end of projects, Riz is responsible for viewing budget variation reports and incorporating information into financial statement and financial projections.BSBPMG522 Assignment1: Assignment, v2, June 2017 Page 13 of 23 © Apex Institute of Education Kim Sweeney, Operations General Manager Kim is responsible for the day-to-day running of the company. Kim overseas the coordination, as well as the structural separation, of the Residential, Commercial, and Investments centres. Kim is responsible for sponsoring projects which affect operations of the organization as a whole. Kim works with the Human Resources Manager to coordinate systems and projects in order to achieve company-wide synergy. Les Goodale, Human Resources Manager Les is responsible for the productive capacity and welfare of people at MLR. With the Operations General Manager, Kim works to coordinate projects and management systems such as performance management, recruitment, and induction. Kim will need to ensure aspects of the recently launched WHS management system, such as risk assessment, management, consulting, reporting and continuous improvement, are coordinated with all subsequent activities. Sam Lee, Manager Residential Realty Sam is responsible for the management of all aspects of residential realty. Sam manages the activities of residential agents. Pat Misfud, Manager Commercial Realty Pat is responsible for the management of all aspects of residential realty. Pat manages the activities of commercial agents. Peter Mitchell, Manager Investments Peter is responsible for the management of all aspects investment realty. Peter manages the activities of investment agents. Peter works with the operations General Manager to ensure separation of investment from obligations to residential and commercial clients. Operational Plan Max Lionel Realty Operational Plan (Summary) FY 2012/2013 Objective Performance measures Tasks 1 Engage with customers/build ethical profile: • Raise organization al profile by 20% • Improve client satisfaction performanc e by 25% • Percentage of brand recognition in sought-after categories in periodic customer surveys. • Percentage of customers with positive view of organizational responsiveness, innovation, quality • Number of client/ tenant complaints. • Project to raise awareness of antidiscrimination, WHS and other legislation/codes of conduct among agents, clients, tenants. • Conduct of quarterly surveys: clients and tenants. • Training needs analysis and training of agents. • Ensure agents disclose potential conflict of interest to clients, tenants. • Development of ethical charter, including principles all agents must follow. 2 Increase revenues by 20% within the third quarter • Total income • Agent income • Investment income • Investigate resourcing needs: Number of agents; personnel; office equipment, cars, etc. • Fulfil resourcing needs in accordance with policies and procedures. 3 Reduce direct and • General ledger • Renegotiate with suppliersBSBPMG522 Assignment1: Assignment, v2, June 2017 Page 14 of 23 © Apex Institute of Education indirect costs of operations by 10% accounts; Financial statements: o Wages o Cost of agent services o Consultan cy fees o Wastage and associated expenses. • Research potential new suppliers • Management engagement with employees to achieve greater employee support of organizational goals. • Include explanation of how activities work with organizational strategic goal in all communications to internal personnel. • Greater use by managers of budgets to encourage restraint • Greater focus on budget restraint in management of projects. 4 Engage workers with strategic goals of business and support professional development in line with strategic goals. (Targets to be set by individual managers) • Percentage completion of performance plans and performance management process. • Numbers of coaching sessions completed • Numbers of operational-related training programs completed • Management engagement with employees to achieve greater buy in of organizational goals • Include explanation of how activities work with organizational strategic goals in all communications to internal personnel • Regular coaching • Training needs analysis and training • Strategic goals included in induction program for estate agents. • Employees incentives for performance in all areas relevant to operational and strategic goals. 5 Improve health of employees (range of specific areas). • Numbers of injuries (Target = 0). • Numbers of absentees (Target= <3% of total hours). • Training needs analysis and training on WHS and implementation of recently launched MLR WHS management system. • Research incentives for :Safe work achievement and healthy lifestyle Operational Risk Register Max Lionel Realty Risk Register FY 2012/2013 Identified Risk Probability Impact Current controls Future actions Failure to recruit qualified real estate agents due to increased competition Medium High All office equipment regularly reviewed and updated as required; IT security monitored and maintained. Industry benchmarking in all areas of organizational performance. Failure to realise revenue gains due to recent slump in real estate prices High High Appropriate insurance held and coverage reviewed annually Conduct periodic reviews of agent performance to ensure professional conduct. Inadequate insurance cover Low High Managers encouraged and incentivised to follow performance Staff trained in use of technology as needed.BSBPMG522 Assignment1: Assignment, v2, June 2017 Page 15 of 23 © Apex Institute of Education management policy Non-compliance on antidiscrimination Medium High Employee performance plans align with business plan and sixmonthly review process in place. Keep abreast of changes in potential liabilities. Perception of discriminatory practice reducing client and tenant base. Medium High Project to raise awareness of antidiscrimination, WHS and other legislation/codes of conduct among agents. Clients, tenants. Review and develop HR related policies where required. Poor organizational culture; low level of staff engagement and morale Medium Medium Appropriate HR policies and procedures in place. Loss of knowledge and capability through departing staff Low High WHS management system in place Failure to meet occupational health and safety requirements. Low High Principles governing the Max Lionel Realty Procurement Process 1. Probity and ethical behaviour The principles of probity and ethical behaviour governs the conduct of all procurement activities. Employees who have authority to procure goods and service must comply with the standards of integrity, probity, professional conduct and ethical behaviour. Employees or directors must not seek to benefit from supplier practices that may be dishonest or unethical. 2. Value of money Value of money is the core principle underpinning procurement. Contracted organizations must be cost effective and efficient in the use of resources whilst upholding the highest standards of probity and integrity. In general, a competitive process carried out in an open, objective and transparent manner can achieve the best value for money in procurement. 3. Non discrimination This procurement policy is non-discriminatory. All potential contracted suppliers should have the same opportunities to complete for business and must be treated equitably based on their suitability for the intended purpose. 4. Risk management Risk management involves the systematic identification, analysis, treatment, and where possible, the implementation of appropriate risk- identification strategies. It is integral to efficiency and effectiveness to productively identify, evaluate, and manage risks arising out of procurement related activities. The risks associated with procurement activity must be managed in accordance with the organization’s risk management policy. 5. Responsible financial management The principle of responsible financial management must be applied to all procurement activities. Factors that must be considered include:BSBPMG522 Assignment1: Assignment, v2, June 2017 Page 16 of 23 © Apex Institute of Education • The availability of funds within an existing approved budget • Staff approving the expenditure of funds strictly within their delegations • Measures to contain costs of the procurement without compromising any procurement principles. 6. Procurement planning In order to achieve value for money, each procurement process must be well planned and conducted in accordance with the principles contained in this document and comply with all of the organization’s policies and relevant legal and regulatory requirements. When planning appropriate procurement processes consideration should be given to adopting an approach that: • Encourages competition • Ensures that rules do not operate to limit competition by discriminating against particular suppliers. • Recognizes any industry regulation and licensing requirements. • Secures and maintains contractual and related documentation for the procurement which best protests the organization. • Complies with the organization’s delegations policy. 7. Buy Australian Made/ Support for Australian Industry Employees who are involved in procurement activities must make a conscious effort to maximize opportunities for Australian manufacturers and suppliers to provide products where there is practicable and economic value. In making a value for money judgement between locally-made and overseas-sourced goods, employees are to take into account. • Whole-of –life purchase price may not be a reliable indicator of value • That the initial purchase price may not be a reliable indicator of value • The quality of locally made products • The record of performance and delivery of local suppliers • The flexibility, convenience and capability of local suppliers for follow on orders • The scope for improvements to the goods and ‘add-ons’ from local industry. 8. Pre-registered list of preferred suppliers: Max Lionel Realty shall maintain a pre-registered list of preferred suppliers, following a request for expressions of interest and an evaluation of the submissions. Suppliers can request to be evaluated for inclusion on the existing pre-register list at any time. All purchases under $5000 may be made from preferred suppliers without undertaking a competitive process. Purchases above $5000 where a preferred supplier exists should include a competitive process if practicable. This list is reviewed at regular intervals with admission of interested parties on a rolling basis. Care should be taken to ensure that such lists are used in an open and non-discriminatory manner. Max Lionel Realty encourages new contractors to provide information on their experience, expertise, capabilities, pricing, fees, and current availability. It is in the interest of the organization that the pool of potential suppliers is actively maintained and updated. Employees should be encouragedBSBPMG522 Assignment1: Assignment, v2, June 2017 Page 17 of 23 © Apex Institute of Education to provide reports of their experience in working with each contractor/consultant to assist future decisions concerning commissioning suitable contractors and consultants. 9. Avoid conflict of interest Employees and directors are required to be free of interests or relationships in all aspects of the procurement process. Employees and directors are not permitted to personally gain from any aspect of a procurement process. Employees and directors shall ensure that to the best of their knowledge, information and belief, that at the date of engaging a contractor no conflict of interest exists or is likely to arise in the performance of the contractor’s obligations under their contract. Should employees or directors become aware of potential conflicts of interest during the contract period, they must advise the CEO and the Board of Directors immediately. Prior to any situation arising with potential for a conflict of interest, complete disclosure shall be made to the CEO and the Board of Directors to allow sufficient time for a review. 10. Report collusive tendering Employees should be aware of anti-competitive practices such as collusive tendering. Any evidence of suspected collusion in tendering should be brought to the attention of the CEO and the Board of Directors. 11. Competitive process It is basic principle of procurement that a competitive process should be used unless there are justifiable circumstances. For purchases under $5000, the list of preferred suppliers may be use. The type of competitive process can vary depending on the size and characteristics of the contract to be awarded. 12. Direct invitation (Selective or restricted tendering) A process of direct sourcing to tender may be used. This may involve: • An invitation to organizations deemed appropriately qualified for a particular product or service (this may be appropriate for specialised requirements in markets where there is a limited number of suppliers or service provider). • An invitation to tender to organizations on MLR’s pre-registered list of preferred suppliers of applicable. 13. Evaluation and contract award For projects being awarded, consideration will be given not only to the most economically advantageous tender, but also to the track record of the tender respondent and the degree of confidence that the panel has in the quality if the bid. It will be the normal practice to have the evaluation of tenders carried out by team with the requisite competency. 14. Results of tendering process All tender respondents should be informed in writing of the result of a tendering process immediately after a contract has been awarded. Assessment Part 1 ScenarioBSBPMG522 Assignment1: Assignment, v2, June 2017 Page 18 of 23 © Apex Institute of Education Max Lionel Realty (MLR), a renowned name in property and real estate management, in order to build customer goodwill and satisfy its legal and ethical obligations, has decided to implement a program to: • Promote high standards in professional conduct (see Real Estate Institute of NSW - REINSW Code of Practice and relevant legislation) • Inform agents of legal and ethical obligations (particularly with respect to WHS and antidiscrimination legislation) and any standards or codes of conduct followed by the organisation • Inform clients, tenants, and potential tenants of MLR’s commitments • Achieve employee and client buy-in for initiative. You are an external consultant (from Ace Consultants) contracted to project manage activities to achieve the objectives above. Quality standards for deliverables: • Clearly communicate legal obligations and REINSW Code of Practice obligations • Contain as content or support company strategic directions • No grammar or spelling errors • Professional but friendly language • Fair and flexible delivery for intended audience • Meet audience requirements and sensitive to information needs, cultural diversity. Previous needs analysis for the project has uncovered characteristics and requirements of Residential and Commercial Agents and clients: Agents Clients Tenants • Under stress; time poor • Highly trained and competent in selling and managing real estate • Unaware of legal, ethical requirement. Just want to please client • Even if aware, have no idea how to apply to daily client practice • Unclear on overall strategic aims of MLR • Culturally diverse • Cynical: e.g. ‘why do I have to pay attention to MLR’s internal business? I just want them to manage my property.’ • Time poor • Not sure of MLR obligations and commitment to bestof-breed client service and ethical practice, REIV code of conduct • Feel it’s the agent’s obligation to fill rental/lease properties according to client wishes: e.g. ‘I choose who lives in/leases my property • Sometimes feel discriminated against on basis of: o Lifestyle o Family status o Cultural background o Income, etc. • Residential agents have been rude or insensitive on occasion: e.g. ‘you wouldn’t treat your rich client or investment partners this way’ • Do not feel they are adequately consulted • Residential/commercial agents/clients have let themselves in without consultationBSBPMG522 Assignment1: Assignment, v2, June 2017 Page 19 of 23 © Apex Institute of Education • Culturally diverse • Inspections are sometimes unannounced Project conditions are as follows: • Three to four members who must be utilised and budgeted for. Operation General Manager (the assessor) will determine composition of project team. • The structure of the work should include roles for project sponsor, technical experts, qualities assurance for deliverables, project manager (yourself initially and, after provisional approval, as negotiated with your team), and roles and responsibilities for each team member to achieve the deliverables according to standards, etc. • All reasonable resources (e.g. access to a room, computers, software and templates) will be provided. Paper and telecommunication cost, for example, to be covered by candidates. All resources must be costed and included in your budget. • Budget: $15,000. • The Operations General Manager or the management (can be the assessor) will suggest project deliverables, for example, presentations, information sessions, posters, promotional materials, etc. You may determine your own specific deliverables so long as they are agreed to with stakeholders, meet project objectives, and adhere to budgetary constraints. • Project timeframe to be determined by Operations General Manager (the assessor as project sponsor). • Project should include design, development, implementation and evaluation stages (with periodic quality review). • Project status reports are due at 50% of allotted timeframe. • Project must be coordinated with other organisational projects, operations, etc.BSBPMG522 Assignment1: Assignment, v2, June 2017 Page 20 of 23 © Apex Institute of Education Sample Project Scope Document Section Details Scope statement This clearly states the project goal, objectives and deliverables. If it is not specified in the scope statement then it is outside the scope of the project and is not relevant. Project tasks should only address work that is relevant to the project goal and objectives. Project constraints These are any limiting factors that prevent the project from moving in a particular path. Examples include: You have dependent tasks that impact on specific areas of the project, for example, tasks that cannot begin unless another one has started, such as the design of a system that cannot begin until the specifications have been identified. You have a deadline that cannot be changed. The implementation work for the network upgrade can only be done on the weekend, when staff are not at work. Assumptions These are aspects that the project manager builds into the scope document to allow for any uncertainties that may occur. Examples of assumptions include: Fifteen new personal computers need to be purchased for the project. All staff need yearly training in OHS. All resources for the project will be sourced from outside of the company. Tasks list You need to specify a list of tasks (and deliverables) to be achieved during the project. They are all the activities that need to take place to bring the project to completion. The deliverables include all the documentation, reports, contracts and products that need to be produced and signed-off by those in authority. Estimates (cost, time and human resources) You need to make initial estimates in relation to cost, time and human resource requirements. These identify the boundaries of the project to enable you, the project manager, to expand into the more detailed estimates that are needed to develop the full project plan. Contract statement This will include the names of those authorised to initiate contract work, sign contracts and completion acceptances. It also includes any contractual limitations and penalty statements for possible contract variations. (Variations and penalties apply equally to the client and providers.)BSBPMG522 Assignment1: Assignment, v2, June 2017 Page 21 of 23 © Apex Institute of Education BSBPMG522 Undertake project work observation checklist (team meetings) Student No & Name Did the student Team Meeting 1 Prior to start stage Team Meeting 2 Kick off stage Team Meeting 3 Post project stage Satisfactory Satisfactory Satisfactory Yes No Yes No Yes No Discuss with team their roles and responsibilities Discuss the project plan, budget, risk management plans and take views into account Clarify their roles and responsibilities Inform team members of support mechanism available Inform team member regarding monitoring and recordkeeping systems Review project outcomes against objectives Discuss lessons learned Demonstrate communication to work with team members and other stakeholders to maintain project schedules Demonstrate negotiation skills to work towards achieve project deliverables Demonstrate communication skills to relate to people with diverse abilities and from diverse backgrounds in a culturally appropriate way Assessor Comments (if required) Assessor’s name Assessor’s signature DateBSBPMG522 Assignment1: Assignment, v2, June 2017 Page 22 of 23 © Apex Institute of Education BSBPMG522 Undertake project work - Observation Checklist for supporting team member Student No & Name Did the student Satisfactory Yes No Organise meeting environment and prepare resources necessary for the meeting Discuss the following: • Presenting and advocating the college’s promotional strategies • Marketing policy • Human resources required and the employment arrangements • Details of promotional campaigns • Support from management • Budget • Launch function details (venue, time, guest etc.) • Magazine ad details Use active listening skills to listen to the issue at hand Use tips for encouraging team member to participate Demonstrate communication skills to relate to people Assessor Comments (if required) Assessor’s name Assessor’s signature DateBSBPMG522 Assignment1: Assignment, v2, June 2017 Page 23 of 23 © Apex Institute of Education BSBPMG522 Undertake project work observation checklist (presentation to agents) Student No & Name Did the student Satisfactory Yes No Prepare information needed for the presentation Prepare the environment and resources for the conduct of the presentation Clearly communicate REINSW code of practice obligations Provided information that is clear and with no errors Used professional but friendly language Demonstrate communication skills to relate to people with diverse abilities and from diverse backgrounds in a culturally appropriate way Assessor Comments (if required) Assessor’s name Assessor’s signature Date